Overload Teaching Contract
- Phoebe Fung (Deactivated)
(move from Term appointments to workload as agreed in FERM working group meeting on Nov 3rd)
Background
There are two categories of OTC:
- Those appointed as OTC 1 will be assigned tutorial and/or laboratory instruction.
- Those appointed as OTC 2 will be assigned the overall preparation and presentation of an academic course given by a department or program and in addition may be assigned tutorial and/or laboratory instruction.
Authorities
RRSDA's
Personnel Files
Documents for Review
Documents | Document Retention | Required? | Document Type in eTRACS | Office of Responsibility (for viewing) | Access ie. Faculty Department level, Faculty Dean's office level, everyone at Dean's office level outside own faculty | |
|---|---|---|---|---|---|---|
| Total Retention Period | RRSDA | |||||
| Overload Teaching Contracts Form | Yes |
| Dept created the documents FR (final process and send to payroll) | Department (sign off) Dean's office (sign off and approve) FR (Sign off) Payroll (keep the signed copy from FR) | ||
| ||||||
| Faculty/Department Level Documents | ||||||
Electronic Folders & File Naming Conventions
The electronic folder can be labelled as the sample below:
Formula: Year + Season + Academic Unit of the Course offering
Overload Teaching Contract
File Naming Convention
Lastname_Firstname_ApptType_DocType_Dept/Faculty_YYYYMMDD
e.g. Doe_John_ASP_CV_Beedie_20210714
Business Cases for Document Retention
(TBD - to discuss with FERM Working Group - note for reviewers, post your business cases in this section as to rationale for retaining documents and a length of time to keep them if known)
Working Group Questions
Questions to be explored when reviewing the document checklists:
Access Control Questions
Q: Who can see these documents? Home department has to see the OTC files as the dean has to sign off.
Q: If a continuing teaching rank is assigned to own department but workload exceeds or is assigned to course offering outside faculty, OTC 2 rank will be required. In the outside faculty assignment case, will both faculties be able to see those OTC 2 documents?
Q: How will accesses be maintained over time as stakeholder positions at SFU change? will the OTC documents be seen by home department and new department?
Q: Who should have access to these documents - either during the process or after it is concluded and someone is hired? Would they have different roles during the process?
Retention Questions
Q: What are the requirements to keep these? e.g. legal requirement? base on experience? request from Dean or any other people?
Q: Any other business cases to justify the retention period of the documents e.g. how long it has to be kept?
Office of Primary Responsibility
Q: Who in the department or Dean's office will be responsible for ensuring the files completeness? Undergraduate Programs (FoE).
- Dean (or delegate)
File Managers/Responsibility of Records
- Department or Program are responsible for the files (uploading files in process, digitalization of historical process files)
Reference link for OTC
http://www.sfu.ca/faculty-relations/appointments/other/overload-teaching.html